Robinson School Building Committee - Regular Meeting

okay I'll call to order this meeting of the Robinson School building committee for Tuesday March 25th and first we will start with a moment for public comment okay I don't see anyone on um outside of members so we will move on to minutes there's actually two sets from March 18th thanks Kathy and a very brief um uh document of minutes capturing our vote on um the 22nd before um town meeting so any edits or feedback on the two meeting minutes or a motion am I muted no you're not we're all just we're all letting somebody else do it press a button mov so Allison moved in a second please second okay I think I got Tom for that um okay all in favor for approving March 18th and March 22nd meeting minutes um Chris yes Kristen yes John Cunningham yes I'm an I I don't see Kevin I don't see Jeff Stephen Lindsay yes uh Allison yes Tom uh yes on the most recent one abstain on the other one since I wasn't there okay thank you um and Mike I don't know if you plan on if you're able to unmute um yep I abstained because I wasn't there okay thanks I'm finally able to make one so I'm here we're glad to have you Mike um and so let's move right on to um annual town meeting

reflection review um obviously everybody knows now that that passed um we someone did the calculation of the vote which 84% approval so that's great um and msba actually sees those numbers correct so um they can take that as an indication of the community support so that's great um you'll see in your email I did attach a um a the question and answer transcript from from the discussion of article 7 cuz I really I don't know if I like blacked out in the moment but I just really wanted to be able to review that later and um I did I think it was helpful because I did pull out a couple areas where I think we could turn into a bit of a um um up some some updates for our frequently asked questions um from areas that either we had already addressed but could clarify a little bit more um did anyone have any thoughts after looking at that I'm glad that Diane had the uh observation about the other estimates coming from other towns yeah that was great I joked with her after she did that yeah that was great Hey Kevin welcome we're just talking about um annual town meeting Reflections and the transcript that's in your email um there was I like what you did and how you pulled out you know the um the main points like whether it was a question or a piece of positive um influence thanks yeah the the transcript app that I used like I said was saying earlier isn't um it's it's very like uh uh there was a little bit of formatting

and punctuation and like word flow to to fix but um just wanted to capture the points that were made so there's um a list in my email that said um of areas that I think I'd like to propose I can make some updates to the frequently asked questions um I don't think we have a specific question answering is this plan focused solely on Robinson school I know that it's obviously Like This Global question that we have embedded in all these other questions but maybe just we can just call that out as a specific FAQ um is there a chance we won't get the msba reimbursement Grant again something that I I think we keep talking about but can also just benefit to have specifically spelled out um why is it no PM required does the school committee or does this committee have a preference on an outcome um is there data on the advantages of Elementary grade level configurations that one's got a little bit of a hold on it in my mind I don't know that that would take a little bit of research I think and is not doesn't have some urgency to it right I Valerie I also think the I personally I think that the the committee's opinion also uh will be answered in time so I don't necessarily think that that's something that would be that we need to put in the frequently ask questions because this committee will make a recommendation um okay and the next time we go for a vote that will be clear great are there any um i' have to look back at the smma uh attachments in their their feasibility assessment work but I remember when they surveyed like the community about whether they were in support you know parents were in support of a prek 2 or prek 5 if their survey

results that are that indicate one way or another that maybe those are worth Shar we have we have all of that Lindsay I do think that um it's now three to four years old and so there are people who weren't even enrolled in the schools at the time that I think we I I think it warrants yeah those conversations happening again but we do have that which led to us saying that there was interest to do this yeah I mean just to show it's not getting pulled out of thin air for folks who are maybe new to Westford or uh older Generations that maybe weren't necessarily paying attention to that because it wasn't super focused on and when we went through this years ago there was there there's no research out there that shows that one configuration is better than another unfortunately schools are built and then based on the needs of those schools and the districts and the enrollment it ends up being what it is you know like there are prek to8 schools there are K to3 schools there are prek and K there's there's just a wide variety uh based on a number of different things okay okay thanks that's helpful I I did remember that um thanks for reminding me that a a group of Administrators did look at that a couple years ago so um and then the other one was that I pulled out was how would a future project impact impact the town's dead exclusion so I'll have to I'll just have to refresh my memory if that's already spoken on the FAQs Kristen you looked like you were gonna well I think it really depends on what we do right so if it's a brand new building it depends on the funding and and the amount that it's going to be we know we have to borrow for the full amount we know that msba will likely participate in about 48% but we really can't speak to that until we have the estimates from the designer which we would know at the next phase so when if and when we go to town meeting

next we will definitely have that information but we cannot prepare that information right now yeah I didn't I didn't hear the question necessarily as like what is the to my tax bill in dollars I heard it more as like is someone looking at how this plays into the debt exclusion window and I think we had just a $30 million placeholder right now on our debt exclusion window but we review that every six to 12 months to see where we're at okay thanks so I'll probably hold off on an FAQ for that too yeah okay yeah I feel like it's dangerous to throw out a number that could be wildly different right and that's the point of this process when I was rereading the transcript the there was a person who basically said like this is the work to find out the the data to make the informed choice so we can just keep reiterating that um any other reactions from town meeting I think I I'm really proud that we were way ahead of the two-thirds vote I know there was some concern by members of the community of maybe we should just go and do this in a majority vote and use free cash but I think that this shows the confidence in the town and will help us in the future so I appreciate staying the course of the two-thirds vote and I think that that will be really powerful move forward and I appreciate all of your hard work in preparing for this I know was it was a very short timeline and I think we got some good results to start that hopefully we can continue to build upon great I personally think the tours really um impacted the voters um so just want to put that out there that really made her made her break it make her I did see him I did see him and I think it impacted him yeah yeah that's

great um yeah I mean again we do know people watch the videos though so I do think even though you know and these these videos now because this will just continue to be a catalog on um Wester cats so okay so let's move the bulk of the meeting to next steps um there was a link to a document and I will share that since we do have members of the public I want to make sure where um and I'll just if that's okay Lindsay I'll just hand that right on over yeah sure of course um so I put this together I'm just going to look at my other screen sure so I can scroll um to just organize uh next steps there's a lot of links embedded in here if anyone wants to click on them and and do some more deeper research on the msba process um but really in um Dr Chu thanks for clarifying we need to formally submit our votes and sign a feasibility study agreement as the next step to the msba by April 28th then assuming that they don't have a longer process to confirm that we're on their agenda for the ail 30th meeting that's I'm hopeful that we would be on that um meeting for them to then uh authorize us to formally um enter the feasibility study on the agreement on their end if not if we don't make the April 30th meeting for some reason then the next meeting because they meet by by monthly is June 25th and just can I just jump in there for a second just to let everybody know that we we've um yeah the this process is just taking the certified vote um sending that both emailing it and then Ma and snail mailing it to the msba which we should be doing any day now um they sent us

they also have a uh an you know an exhibit a I think that goes with the feasibility study where we we're sending that to them right now too which has what the amount was so the amount that was approved was the $1.6 million so so we send that to them and then they're going to send back to us the feasibility study agreement with all of the numbers involved with their percentage um identified in that and honestly within the next few days um we should be we should be able to have the the the the individuals who are supposed to be signing that be able to sign that to get it back to them in in preparation for that April 30th perfect that's great um and then from there we would uh move into the module two which is just forming the project team ahead of the feasibil feasibility study kickoff um you know we could start putting together the request for services there's an msba template um we could get that teed up and ready to go so that we can um expedite the process following the April 30th meeting um I didn't double check but I believe it has to get posted and it's like a week it has to be out there for four weeks um but we can double check on the the turnaround times um and I'm happy to work with you know whoever typically posts those on the townside um to draft or to tweak rather the the template um to serve our needs um I put these together in my uh professional life uh rather regularly um and then from there we would hire the OPM through the msba OPM review panel process um and so we would receive proposals from OPM firms evaluate them um and then we would have

to normally go through the O msba OPM review panel they meet uh June 2nd or July 7th um I think those are the two dates that we I've penciled in as potential dates that we would make for those for that formal meeting and then from there we do the same thing for an architect um go through the mba's designer selection panel process to hire the architect um and I put the meeting dates that might line up with the overall process in at the bottom and just one thing to note that there's 13 appointed members on the designer selection panel within the msba but there's three members from the The Local District that that join um I think Kristen Dr Chu and then a third would be relevant here the third is somebody that that's appointed by the school committee and then we move into the feasibility study the red is just rough timeline I mean honestly until we get the OPM and the designer on board um validating these timelines it's too early at this point to validate these timelines um you know we need to procure smaller consultants and for a lot of the existing condition work surveyor traffic engineer Geotech Etc um identify that second site so that we're really able to map out uh micro schedule which the OPM will put together for us for the whole feasibility study and then we there's a couple different steps within the feasibility study that we work with the msba on um submitting a work plan and then a preliminary design program preferred schematic report then we get approval to go into schematic design uh the schematic design then uh runs its own process within the feasibility study and then from that

point we get approval from the msba board um to enter into a project scope and budget agreement and that's where we would then go to the town to get approval for a a a project um my initial thoughts is making next year's March meeting maybe maybe tight um because of the durations that it takes upfront to hire the two key yeah project team members so that's a high level we can focus in on any parts that anyone wants to discuss that's great work Lindsay thank you so much for getting this timeline started appreciate that um and I think that it's it's not abnormal to have these types of projects on a special town meeting if you have to call for a special town meeting just because of the msba timing so we shouldn't be afraid of that we should just just keep it in the Forefront of our minds though based upon planning that's great is um one of the things that we kind of talked about be or in terms of this next step and getting the paperwork ready to to put out there for an OPM is that something that we need to wait until the April 30th um meeting to do or we could actually start that process because we're not under any we wouldn't be under any obligation to actually do it if for some reason the msba said hey they didn't like what we submitted right might be a question that we could just ask I think Maria msba if we're able to get started I know like internally we could get started drafting it so that we're ready as soon as you know uh May 1st we're able to just post it right up to the central register wherever it has to go um and

we're ready to go but I don't I would suspect we can't post it until we have get through the msba until we have a signed signed funding agreement right yeah that's that's what I was that's what I was thinking I was thinking in terms of we don't have to wait until for us to get everything ready yeah and um Lindsay just for um to further explain that so the the meeting that chooses the OPM is that the 13 members and the three members or that's different it's the no that's different um that meeting is for the designer it's the click on the msba OPM review panel meeting that's the meeting that chooses the OPM scroll down a little bit right there this one okay so that's June 2nd yeah I mean they have a meeting in May I don't I will put in here I got to double check the time frames I mean Kristen you might know how long we need to have the ad out yeah we won't make that I think we need at least four weeks weeks yeah and then a review period as well so I would lean on the side of caution on that one yeah so we might end up July 7th so to your to your yeah okay okay oh say Okay so the OPM what uh who's consistent of that committee um we have to so there's two different ones so if you scroll up to the the right under the module to yeah there you go we have to we have to form an OPM selection committee internally where we then review got it the the we then review and then we go to the mba's OPM review panel with our selection this is my understanding um with our selection and then we get the formal yes you're good you can sign a contract with them and move forward perfect okay so I think we have we have more Lee with my understanding we have more

leeway in selecting the OPM than the designer right we can have which is why they put three local people on the um designer selection panel but it's three out of 16 the msba has 13 members but at least we have a a Representatives on that selection panel for the designer yeah so I don't see how we could make June 2nd then for the OPM because if we need to have if we can't post it until the first week of May it has to be out there for four weeks then you take like 10 days or something seven to 10 days to like review it meet and then go a rubric or something okay so close it's like I feel like we're gonna be done but then like wait to for their July meeting um Massachusetts General law I have a clarification Lindsay um what process do they start determining the the meth is that part of the design phase when the designer selected they'll determine okay consolidation or what we need to do or does it start with the Robinson where does that kind of fall into place yeah um so we are going to want to put information into both the OPM our request for Ser Services when we um high level information on our options as well as the ad for the architect but um so that there's Clarity on what we're studying in terms of the options and they are able to then submit their proposals accordingly um in incl including their fees um but not until we get into the feasibility study technical feasibility study module three um with the preliminary design program and the preferred schematic

report will those options be like flushed out and put into paper onto paper but there's just like so many iterative meetings and work and touch points with the OPM and the Consultants you know the engineers and The Architects to to to develop those um but the district you know the committee us as well as you know the school community community and the school committee are heavily involved in putting together like space plans and programs and all the components that go into the different options and the msba has pretty strict guidelines of the requirements under the preliminary design program and the preferred schematic report so it's like a big checklist of what we need to include so the reason I'm asking the question is the only consideration I'm thinking of is who we may want to select for the architect or designer may impact the scope of work we're trying to do for example an architect may be more specialized in renovation and may be a better selection than another contractor or or should say designer that's specializes in new construction for schools um it's the only reason I'm asking the question is just like in that process where are we choosing someone because they're going to be the horse for the long term so Mike I think I think if I'm remembering this correctly you can have one designer for the feasibility study and if you're not satisfied or you want to go in a different direction you can choose a different designer for okay um the next phase so I don't think that we're locked I think we want to choose the best designer for this feasibility study and then question moving forward and I think I mean candidly we probably want wanted a designer and a team of Engineers that have experience with both so that we get the best inputs to get the best cost estimates because really getting the best

options and really being able to evaluate Apple to Apple's options will be important from my perspective yeah great thank you for the timeline putting in black and white and um just sharing your knowledge with that it's it's almost like um anticlimactic that the these two lines the preliminary design program and the preferred schematic report are just like two bullet points because that's the work right like it that module three like like all the sub bullets are you know about choosing the OPM and making our little committee and then choosing a designer and making that committee and whatever like that's all drawn out but really the bulk of the work you can't tell from this because of the lines but that's really where to mich's point like that's where we're going to figure out the consolidation and flush out those options so are we anticipating that this current group is the 13 for choosing the OPM or are we considering new membership um for for making that decision and should we just that can we decide that sooner than later my understanding was that the 13 is the msba and then there's B3 from this committee is that correct yeah so that's the designer selection right and and then Kevin in your in your question OPM the OPM is we can just decide a selection committee do they have so so are are Robinson School building committee would receive the OPM request for propose you know information we would we would review it we'd score it based upon our rubric we'd present our recommendation to msba and then we would need msba to approve that so that's for the OPM and then after the

OPM is selected we then work with the OPM to develop a scope of services for the designer go out to bid on that and then my understanding is that the 13 msba board members plus three from the town of Westford would be reviewing and approving the designer I I think to Kevin Kevin if I'm hearing your question I think the OPM selection could be all of us or could be a subcommittee of this group that is what I was that is what I was asking and this group is this is the group um because we're the ones who were appointed by the select board so unless someone can no longer serve on this committee um we we're in it for the long haul uh and so so that that would be I think yeah it would be like Valerie that would be something that we'd be discussing whether it's all of us or whether it's a subgroup that is the selection of and I guess the only thing I would add there and the only my I have separate experience with like doing one of those rubrics and evaluating requests for services it's it is pretty time intensive So based on when we're looking at that if someone's like man that doesn't work with my professional bandwidth this week or next week or whatever um or if someone just is overwhelmed by the idea of it like we can down select from this committee for for that yeah does that answer a little bit more Kevin yeah it does I'm in for the Long Haul sorry great a question for Kristen real quick sorry for another question no go ahead Mike um when we did the library they obviously created these joint meetings between the ptbc and the library for for all of these similar items but I know we're through design really at that point is something similar happen or is that really a choice where we decide to do joint meetings like that I have no idea doesn't matter to me

the library is a little bit of a different animal so the library is controlled by the mass Board of Library Commissioners we also have a board of Library trustees a permanent Town building committee and a select board so for the library project The Joint Committee the board of Library trustees town of Westford and the permanent Town building committee town of Westford is the de facto building committee for that project okay per msba the town of Westford is required to create a Robinson School building committee that acts as the building committee that is who we are today in this group meeting right now okay that's super helpful because I was kind of wondering that too thank you and that that Loop between that connection between the permit Town building committee is Tom and Mike's presence that is correct yes go ahead Tommy look like you're going to say add something so in module 4 that would be the things that we use to send out for bids that we would uh when do we send out for bids is it before or after that be before the after excuse me after the town vote I assume generally we we can decide along the process it's generally good to get the bids in to understand what the actual costs are before you go to town meeting and to the electors for voting because that isn't how we did the library but correct correct but module four that's the was the uh coming up with the schematics and the things that can be bid upon is in module four yes we would have a good cost estimate by that point in time time okay yeah if it and that's why we might want different Architects for module three and module 4 we need the

same architect for module three and module four oh you sort of a seg module three is this like where the bucal the work is happening um gives us our options right and uh preliminary cost estimates on those options from a thirdparty cost estimator that the architect will carry as a subc consultant under them we will then come up with our preferred option and that that will then be that and all of the work will be presented in order to then proceed into schematic design to get a little bit more detail on the design and and get a a through a better budget that then will be brought to the town for approval as the project going to the town for approval approval from there then we would proceeded into the rest of design there's a couple of other phases and we would bid out and get hard numbers from a contractor like just what just happened with the library at the end of design which is module I didn't put all the modules on here module six or seven yeah and not to confuse things but we could do what the library is doing is design bid build or we could investigate construction manager at risk set a not to exceed price and then have the General Contractor on board and then begin so that is a conversation for the summer to with the designer with the OPM but I just want to put a bug in people's ears that that method works very well in my opinion I concur with that Kristen but this was Mike's question a little bit earlier about the uh architect skill set for module 3 and module 4 if in in module three you want somebody who's more like do we do uh renovation do we do new construction and module four you're

picking either renovation or new construction I think that's one of the reasons why the msba has the 13 people on the design selection team as they're looking at everybody because they're also knowing that the people the only people they're even considering are people who they trust invest in okay um so we're not going to be we won't be on our own evaluating that but I think you're right okay John yeah just as a point uh on the library uh when they got through with the schematic design which determined the scope and everything of the project uh it was a inclination to just continue that schematic designer as the architect and I think the Town Council we need to compete the uh the architect contract after that it wasn't an automatic to have the developer of the schematic go forward and become the architect of record so that's what happened at the at the AR at the library so you just might want to keep that in mind okay great simultaneously intimidating and exciting um I guess one question I would have have for you Lindsay as we're because I think this is so helpful for those of us who are not experts in this um this timeline if you can like speak the question I'm hearing a little bit is at what point in these steps is the Outreach So based on our discussion just now it sounds like it would be that module three to say here's where here's you know path a path B path c um but I just want to be able to um be able to speak to that and and I think it would be great to bring this timeline um or or a version of it to the school committee at their next meeting too to really just keep one for like a communic ation flow

but also that broader audience to let them know when they'll expect to hear what not just hear more because we expect to give routine updates but also when they when the engagement process will take place yeah Chris I was just going to say in my experience going through this in another District a number of years ago it was during that feasibility study that we had multiple Community meetings um with Focus [Applause] groups getting talking about the educational adequacy and very similar to what we did with our comprehensive facilities assessment but now single now now you're just looking at this how do we address this identified problem do we go this route do we go that route do we go this route and so there will be an during that whole time period whoever the the folks were're working with they would be they would be conducting Community meetings yeah I think it's between between I mean I think it's all during module 3 um depending on how we want to lay out the community meetings and focus groups and gather the input um but I think particularly between the bullets preliminary design program and preferred schematic report because like we have a program that we're establishing and then we're trying to fit it into the options so from a super high level from a resident that's you know only paying attention a little bit they it's going to be like a quiet it's summer but then they'll hear things in the fall that's what I guess that's a okay perfect yeah exactly the summer is about building the project team which takes time so we have to follow the steps the procurement policy steps okay that the Massachusetts General law outlines the OPM will help us write our scope for the designer and we can guide them of how we want to do the public Outreach and public feedback and they'll

also have suggestions for us as well perfect great it's just you know for for supporters or or um critics you know this big vot happened and then I just want to be able to say this is when you kind of next your your next the community's next step is right to to be engaged um okay so if we jump back to the top um we're getting the exhibit a sent over to the msba Kristen do you have an update on the certified vote I corresponded with Kathy yesterday I believe she was requesting that of Lori already so I think that's in process Kathy do you have any updates uh yes it is and uh Lor's working on it okay great um and then the so the RF RFS is that what is there um so it sounded like Lindsay you were like you were asking if there was someone in town staff who regularly does that that that you would volunteer to partner with or does that make sense Kristen I don't know I don't know how any of this works so if somebody in town staff needs to partner with Lindsay or if she's able to draft something to bring to this committee on her own the request for the OPM documentation is that what you're talking about yeah yeah yeah we should work with um Mike Edwards myself and Jeff Goodwin on that because we and I'm sure Lindsay understands this as well but there's a lot of documentation we also can pull from what we have done in the past for OPM selection I know it's been a long time um but we don't need to start from scratch that's what I was hoping perfect great because I think that to me unless I'm missing things would kind of dictate our meeting schedule for the next couple weeks so

that when you think you could have a draft to bring to this group um and for us to discuss and review that would it be worthwhile to also check in with uh is it chelsford who currently is a little bit ahead of us I mean there's a number Comm yes chelsford they're they're in the feasibility study right now there's a number of um different communities that are on our same timeline and just a couple of months ahead of us as well and we should also check with Maria at msba they probably have a template that we should start working on so I would actually start with her first um and then back out of that this there's actually it's on the mba's website at have linked it here so the template no no no worries I'll past it a lot of information in here um so there is a template I I think it it's just like this town spe specific stuff that goes in there is a stuff I wouldn't be able to input so that's where I would rely on you Kristen and Jeff and and Mike the Project Specific details I can start drafting up um but I think it's I mean it's fairly fairly straightforward and then we'll just have Town Council review it before it goes out as well so we'll put them on on notice yeah the msba gives us a lot of templates which you know is is is helpful it's a lot of paperwork but it's helpful okay in terms of in terms of meeting schedule Valerie my question is we know that the next thing that's going to happen is we're Kathy's sending the the certification of the vote to Maria we'll send it email we'll send it um snail mail we've we've already submitted the exhibit a they're going to give us the feasibility study agreement when I looked at that template there is it it looks to me that there is one signature on it as a committee I

they're not requesting that this committee vote someone to authorize that's not anything in there um it doesn't say that anywhere in there but I would not want us to find ourselves in a position where we weren't able to do something in a timely manner because we spread our meetings out so that's kind of my question is do we as a committee want to do something like I said if you scroll just you scroll all the way to the end you're gonna see room for one one signature and I don't know if it's going to be me you or Kristen because this one sometimes it says it'll say the Chief Operating Officer sometimes it'll say the superintendent sometimes this one it doesn't say that so it might come back to us with their expectation um but I'm just curious if we need to that would actually be the most pressing thing for us and maybe that's a question I can ask Maria our contact at msba okay so I'll take that action John oh I was just going to say that on most of the actions we've had with the library commission and others is they specify the owner and usually the owner is represented by a town manager because it owners the town and then from there you go uh through that process and I think the town manager usually signs those they did in the in the case of the library I know and I I think that probably is going to be the case here too John the msba with the S sois and a couple of other things that I've seen that we'll need to submit in the future they tend to ask for three signatures and because it's a school thing and sometimes it's Regional Schools they tend to want my signature and Kristen's signature and then sometimes the a chair signature um and now that the Robinson School building committee is an is an official group that probably would be Valerie but you're right in this case I imagine it's going to be Kristen my

concern is if the if the committee if if we think that we should be voting for someone you know giving someone's permission to sign things and we want that in our minutes even though that's not something they're asking for they do it some other times they have there's been like we had to get we had to have a certified vote from the school committee and the select board to even submit the statement of interest in the first place um but they're not seeming to do that this time well I think the key is whether or not how they contract with the town because in the library they use this standard contract form if you ever seen it it's a nightmare I don't know who ever asss those things but they specify right up the beginning who the applicant is and usually they have definitions of who that applicant is and in the case of the library it was the owner which was the uh the select board and then that mortify that was transferred over and we authorized the town manager to carry forward with that so just be careful I mean whatever our contract that we sign with msbc it might be be the key okay Chris are you suggesting that this committee uh vote to authorize you chrison and Valerie uh to sign off on all msba a documentation unless otherwise noted I don't think the committee has I wouldn't recommend that no I don't think the committee has that Authority right we're an appointed committee and you get you transfer and whoever appointed you would you start there okay so why don't we start by checking with Maria um we have a template I can send that to you John if you don't have it from the link um from Lindsay's document if you want to read that a little bit more carefully um I appreciate appreciate your experience reading those um and oh gosh I lost my train of thought

so that's going to be the first timeline the first deciding whether or not we meet for that and if that's April 30th um we could just kind of have a check-in um like on April 8th does that kind of make sense sounds good yeah okay same time same place um yep Lindy I was just going to say it might also be worth like I'm looking at the selection committee if we do select a subcommittee we could select it at that meeting um and it may be worth having like Town Council just review because there's a lot of language in the process and require guidelines about like providing proper documentation per local local um like requirements and approval so just like Road mapping what we need this committee to approve okay if and win might be helpful okay review got it um okay that sounds great for immediate next steps um why don't we touch I'm going to stop sharing my screen sorry I don't know why I have to narrate that um why don't we start by um checking in on the second site I know you I think it was before um yeah why don't we just kind of get that on the record please yeah so I've um corresponded with our land use Department they're currently collaborating with GIS to put um a selection list together I don't have anything for this meeting okay just want to keep um asking the update and putting it in part of the record um request for

proposals um I'd like to chat about communication um I want to really make sure that we are thoughtful and methodical I guess about the communication from this group about this project to the community um I had some initial thoughts about like a recurring spot in the town manager newsletter um adding to our school committee um updates um agendas and was wondering if anyone else had thoughts West for cat has a physical newspaper that they've been um sending out so if we think something like meeting notes or um like a a brief a brief progress report once a month makes sense um I don't know maybe this is where like Lindsay or Allison if you've seen something in other places work well um and then it it does tie into um like what what the committee like we either have to like delegate that Authority or send it to the committee before we can kind of put that stamp on it or so I guess I'm opening up the discussion so anyone have any thoughts on communication I wonder if we could just do a monthly update for the general public and then at school committee um you know that seems like an appropriate place to do an update more uh spec with more specifics um and I could do the same at the school level too I definitely think the idea of trying to keep the 84% of people who supported this process engaged so that there's no confusion that things that we're still talking about this and that we're giving people that information so

whether it's I think what you're saying Valerie those touch points are great what we're actually saying that I'm not sure about um but I think the idea of having something uh that's going to the general population whether that's in the newsletter or whether through Westford cat I think would be helpful and what when you compile all the thoughts um I'd be happy to talk with our communications consultant about their best practices on this as well I know they've launched PR for large scale projects maybe not a school building project but a DPW building project other initiatives to build out utilities things like that so um we do pay them by the hour so I just want to be cognizant of we won't consume their every hour with Robinson but we want to make sure that we're using the appropriate communication methods at the appropriate time frames to keep people active I think if we keep talking about it over and over and over again it may get stale and people may turn it off again I'm not a communications consultant so they may know the appropriate timing of when we should be reaching out to our constituents I do think the idea of hopefully being able to have Community engagement and Community forms in the fall is great because doing it over the summer would be bad and things getting a little quiet over the summer is okay because then as we're amping up for the start of school we can be having that conversation I just think it is making sure that we're staying connected with how we're getting the message out to everybody but but you may want to do some communication fairly soon to say hey this is what's going to be going on over the summer and because of what's going to be going on the summer the next time you really will be hearing from L this in

the fall I I agree with that yeah me too set the tone and just be clear about you know what the next steps are and as long as that the websites are up to date too if anyone starts to think like hey I haven't heard about Robinson like make sure it's just clear that we're working you won't hear from us until the fall we have some preliminary I think that was a really helpful discussion one small uh small communication portion of the town but I will continue to just leave in my newsletter at the top for updated information regarding the you know Robinson School building uh project um uh please see here is what I have and it goes directly to the website so okay okay great so um Alison do you think you'd mind um taking a look at some like suggesting some wording change updates to the website now that the vote is behind us yeah absolutely that' be great thank you uh what just happened oh okay um so okay so that was what I had on my list for next steps and perfectly kind of coming up on the hour um anyone would like to add anything or something that was missed okay so we'll plan for April 8th 12:00 virtual for our next meeting thanks for joining us um and I guess I'll take a motion to adjourn motion to adjourn thank you Kevin and a second I great okay and all in favor of adjourning all right thank you take care

have a great afternoon thank you bye everybody